802: Disposition of Surplus Materials
Colleges, centers, and units shall notify the Surplus Property Manager of all excess and surplus property and shall use the appropriate procedures and forms for its transfer and disposal.
The Surplus Property Manager shall determine the fair market value of excess and surplus property. Methods used for determining value may include quotations, estimates, use of reference guides and other publications, as well as market indexes.
The Surplus Property Manager shall facilitate the transfer
of excess or surplus materials to or between colleges and eligible
non-profit educational institutions. These excess or surplus
materials must be offered to the colleges and other district
operations prior to offering them to eligible non-profit educational
institutions. Eligible non-profit educational institutions
receiving surplus materials must sign an agreement stating
that they will not sell, dispose, or transfer this equipment
for the period of one year.
Surplus materials shall be offered through public auction,
competitive sealed bids, established markets, or posted prices.
If unusual circumstances render the above methods impractical,
the Surplus Property Manager may employ other disposition methods,
including appraisal or barter, provided the Surplus Property
Manager makes a written determination that such procedure is
advantageous to the district.
Methods of disposition of surplus materials:
- Public auctions may be used to dispose of surplus materials.
These auctions shall be advertised at least two (2) times
prior to the auction date, the last notice to be no less
than six days prior to the auction date. All the terms and
conditions of any sale shall be available to the public at
least 24 hours prior to the auction date.
- Competitive sealed bidding may be used to dispose of surplus materials. Notice for sale bids shall be publicly available from the Surplus division at least ten days before the date set for opening bids. Notice of the sale bids shall be posted on the Surplus Department’s website The notice for sale bids shall list the materials offered for sale, their location, availability for inspection, the terms and conditions of sale, and instructions to bidders including the place, date, and time set for bid opening. Bids shall be opened publicly.
The award shall be made in accordance with the provisions of the notice for sale bids to the highest responsive and responsible bidder, provided that the price offered by such bidder is acceptable to the Surplus Property Manager. If the Surplus Property Manager determines that the bid is not advantageous to the district, the Manager may reject the bids in whole or in part and may re-solicit bids; or the Manager may negotiate the sale, provided that the negotiated sale price is higher than the highest responsive and responsible bidder's price.
- Trade-in options may be used to dispose of surplus materials. Before surplus materials are disposed of by trade-in to a vendor for credit on an acquisition, the Surplus Property Manager and Chief Procurement Officer or designee shall approve such disposal. The Surplus Property Manager shall base this determination on whether the trade-in value is expected to exceed the value realized through the sale or other disposition of such materials.
Definitions:
Excess or Surplus Property: Any goods, equipment, supplies or materials, including scrap and building materials.
Eligible non-profit educational institution: An institution sponsored by the Arizona State Board of Education, the Arizona State Board for Charter Schools, or an Arizona school district.
Original 3/4/97
Revised 3/4/10
